Project and Office Support Assistant

Job overview

PLEASE NOTE: Whilst the job title is Project and Office Support, this is very much an administrative/secretarial role and not a project management role.

To help provide a welcoming and professional administrative service to the Cornwall IT Services Department.

To provide a single point of communication for all CITS staff when they are out of their offices or otherwise unavailable.

CITS provides a countywide service to the healthcare community of Cornwall including:

• Programme and Project Management
• Service Management and Operational Support
• IM&T Education and Training
• Data Quality
• Primary Care IM&T advice
• Records Management Service

The main purpose of this post holder is to work as part of a small team providing administrative support across the department.

The post holder will provide administrative duties for the Deputy Chief Information Officer and the Senior Management Team.

To administer meetings, which will include taking minutes and transcribing them to a high standard, and distributed in a timely manner.

Maintaining records for the department, both physical and electronic

Main duties of the job

Organising and arranging meetings (including equipment), sometimes with external customers such as suppliers, representatives from companies, NHS colleagues from other organisations.

Accurately reproduce minutes and actions logs from meetings.

Organising travel and accommodation.

Managing parking permits for staff and visitors.

Arranging training sessions for staff.

Use Bookwise to manage room bookings

Managing and planning for the capital and departmental project board meetings (Agenda, minutes, action list, appendices etc).

Updating the Healthroster system for staff absences, entitlements and on call duties.

Maintain the personnel files of staff working in CITS, in a secure environment, keeping track when they are moved from the department.

Supporting Managers in staff absence processes such as Maternity/Paternity/Long Term Sickness.

Support Managers in the production of personnel documentation such as Contract Amendment Forms and personnel files.

Assisting in facilitating the FOI process for the department

Ordering and maintaining stock control for the department, using available IT such as Unit 4

Log estates issues when requested via the MICAD system

Detailed job description and main responsibilities

PLEASE NOTE: To view the full Job Description and Person Specification, please click the supporting document on the right-hand side.

To be an employee of the NHS you need to successfully complete the following:

• Identity Checks
• Professional registration and qualification checks
• Employment history and reference checks
• Work health assessments
• Criminal record check standards
• Right to work checks

For further information please visit:

https://www.nhsemployers.org/topics-networks/employment-standards-and-regulation

Many of our staff work flexibly in many different ways. Please talk to us at interview about any flexible working arrangements you would prefer or require. While we may not be able to fully accommodate all requests, such requests will not be referenced during the interview scoring process, and we will fully consider and try to accommodate them for successful applicants.

We reserve the right to close this advert early, or when the allocated number of applications has been reached. Please submit your application at the earliest opportunity.